Microsoft 365 for staff
Microsoft 365 (formerly Office 365) contains a wide range of tools, including cloud versions of Word, Excel, PowerPoint and Teams. As an employee, you can easily access all web applications by logging in with your KI-ID.
Log in to Microsoft 365 - reach all online applications and services
- The system will lead you through the log in process, which you start by entering your email address.
- In the next step you have to sign in with two-step verification through the Microsoft Authenticator app.
How should I use Microsoft 365?
Microsoft 365 contains a comprehensive set of cloud-based tools which may be used freely in your daily work. You are encouraged to explore the tools on your own to find the solutions which fit you and your needs best.
What is the difference between Microsoft 365 and the regular Office suite?
The classical Office-applications are installed on your computer, which gives you access to Outlook, Word, Excel and PowerPoint.
With Microsoft 365 you also gain access to online versions of the applications, apps for iOS and Android and several new tools which gives you more flexibility in your choice of work tools.
Which tools do I get with Microsoft 365?
The Microsoft 365 portal contains a lot of built-in assistance which shows the various tools and what they do.
The best way to get started is to simply give it a go. Maybe you will find something new which suits your needs? The only requirement is that you log into the portal through your browser.
Short descriptions of the more common tools are found below.
Tips for users
Photo: ITAE-learning courses in Teams
In Microsoft Teams you can easily access Microsoft's various e-learning courses for Microsoft 365 through the Learning Pathways application. In Learning Pathways, you can find video guides in English for OneDrive, Teams, as well as other Microsoft 365 applications. You can also join groups to learn from others.
If Learning Pathways is not visible in Teams in your navigation under "Files", search for the application. Click on the three dots, "More added apps " and add Learning Pathways or click on the "Apps" icon and search for the app there.
Outlook
It is easy to access your email, calendar and contacts from any of your devices by using Outlook in Microsoft 365. The online version of Outlook works pretty much the same as if you had Outlook installed on your computer. You will feel right at home when you get started.
Microsoft's Outlook help center
OneDrive
OneDrive is your personal storage area in Microsoft 365. If you have a KI computer (Karyon client), your personal document folders will automatically connect to OneDrive, which means that any documents you store there will also be stored in the cloud, where you can easily access them from your other devices. You can also share files with others outside of KI. OneDrive offers 1 TB of storage for employees and affiliates.
What happens to my email and saved files if I leave KI?
That depends on your role - read more about this on this page.
OneNote
OneNote is a digital notebook which gives you many new ways to manage your notes.
OneNote ensures that notes from different devices are saved in the same location, which gives you the freedom to choose which device works best for you depending on the situation. If you use a pen with your tablet device you can take handwritten notes, or use OneNote to draw.
If you have taken meeting notes it is also easy to share your meeting notes with the other participants
Microsoft's OneNote help center
Teams
Teams is a collaboration tool which makes it possible to work with a group of other people on, for instance, a project. You can invite both external and internal members.
As a team member, you can communicate directly with the other members through chat, call or video, collaborate on documents in the common document library and connect other Microsoft 365-tools which may be useful for the purpose of the team. Each Team group shall have two owners.
Teams quick guide at Microsoft
Planner
Planner is a simple activity planning tool which can be used to manage tasks which have to be performed as part of a project. Planner works very well together with Teams where you can assign tasks to team members and document any discussions and progress in one place.
Planner quick guide at Microsoft
Forms
Microsoft Forms is a simple and powerful tool for creating registration forms, surveys, questionnaires and polls. Since it is integrated with Microsoft 365, it is easy for you as a user to collect and analyse the responses received. It is common to use Forms for registrations for seminars, conferences and similar.
Keep this in mind when creating forms
- Microsoft Forms is recommended in all situations over private form services such as Google Forms, which should not be used.
- In order to be GDPR compliant, you should be using the term "Food preferences" for special food requirements such as allergies, vegan food etcetera. Create a box with an active choice for consent, and describe that this information is saved in order to plan the event but will then be deleted.
Contact us
If you have questions about using Microsoft 365 or need support, contact ITA by creating a ticket on KI Self Service.